For projects where it is possible that change orders could come into play, an optimization and refinement period can serve as a safety net for catching these and other challenges before the owner and design-build team are locked into a design and a price. It is typically inserted into the project schedule at a critical moment: after a design-build firm is selected but before the final contract is signed.
During the period designated for optimization and refinement, many things can happen. Working in collaboration, the owner and design-build team can explore the project requirements in greater depth than was possible earlier. In doing so, the design-build team learns more details about the owner’s priorities. The owner, in turn, gains a better understanding of the solution the design-build team is proposing. Through this process, the owner and design-build team can build rapport, establish trust and refine communication channels before construction begins.
The optimization and refinement period can also be used to value engineer the design to identify cost-saving opportunities. Value engineering can be especially beneficial if the project team discovers requirements that were omitted from the original scope, or when the full scope turns out to be larger than the budget can accommodate.
This time can also be used to innovate. It may be possible to add new requirements without increasing costs if alternative approaches or suitable trade-offs can be identified. Most importantly, it enables the parties to make these decisions without the pressures of a live construction project looming over them when delays have dollars-and-cents ramifications.
Given the consequential decisions made during an optimization and refinement period, success hinges largely on the design-build contractor’s ability to assemble a highly functional, multidisciplinary design team that understands both the project and the region in which it will be constructed. Careful attention must be paid to the assignment of both the project manager and individual task leaders to allow dedicated team members to focus on their roles, including the support and mentoring of subconsultants.
The length of time needed for an optimization and refinement period varies according to the project size and the owner’s comfort with design-build methods. Typically, it can run anywhere from a few weeks to six months or more. If used for the first time, establishing processes will require more time than on subsequent projects. During the optimization and refinement period, the design-builder is compensated with either a fixed amount, as was the case on ARDOT’s 30 Crossing project, or it can bill hourly for its services using rates comparable to those for traditional design or preconstruction services. The optimization and refinement period concludes with a change order to the original contract that redefines the project scope, specifications and price.